Travel Policy

Purpose

The Institution policy is to reimburse travelers for all reasonable expenses for official travel in accordance with the following guidelines.

Traveler Responsibility

Institution personnel must adhere to current Institution policy and procedures and conform to the specific requirements of applicable grants, contracts, and other restricted funds

UNANET ACCESS CARDHOLDERS

In order to be reimbursed for expenses incurred or to substantiate travel advances and prepaid expenses, a traveler with UNANET access must submit an expense in UNANET accompanied by appropriate receipts. The completed Expense and receipts must be submitted in UNANET within 60 days of the traveler's return from each trip. If not, the reimbursement will become taxable income under the IRS Accountable Plan rules (Publication 463 Travel, Entertainment, Gift, and Car Expenses). In this situation the Institution will pay reimbursement via payroll and the appropriate taxes will be withheld.

NON-UNANET ACCESS CARDHOLDERS

In order to be reimbursed for expenses incurred or to substantiate travel advances and prepaid expenses, a traveler without UNANET access must submit a Travel Expense Voucher accompanied by appropriate receipts and authorized signatures. The completed Travel Expense Voucher and receipts must be submitted to Accounts Payable within 60 days of the traveler's return from each trip. If not, the reimbursement will become taxable income under the IRS Accountable Plan rules (Publication 463 Travel, Entertainment, Gift, and Car Expenses). In this situation the Institution will pay reimbursement via payroll and the appropriate taxes will be withheld.

Exceptions

The Procurement Manager is authorized to make exceptions to this policy and applicable procedures when circumstances warrant. All requests for such exceptions should be made to Accounts Payable.